Setup Guide
The Team Activity dashboard for managers
Everything your reps log in OctoFlow lands in HubSpot as real activity. This guide builds a HubSpot dashboard on top of it that answers the questions managers actually ask: how much is the team doing, how are calls ending, which accounts are getting attention, and which are being neglected. Takes about fifteen minutes using HubSpot's standard report builder. No workflows, no settings changes, reports only.
Before you start: each rep should already be connected per the OctoFlow HubSpot setup guide with all five scopes. The owners read scope is what lets OctoFlow mark each activity as assigned to the rep who logged it, which powers the leaderboard in step 7.
1Create the dashboard
- In HubSpot open Reporting → Dashboards.
- Click Create dashboard and choose a blank dashboard.
- Name it Team Activity (OctoFlow).
Each report below is created from Reporting → Reports → Create report → Custom report builder, then added to this dashboard.
2Report: Activity volume over time
The pulse of the team. One stacked bar per week showing how much activity happened and of what kind.
Data source: Activities. Chart type: vertical bar, stacked. X axis: Activity date, grouped by week, date range last 90 days. Break down by: Activity type, with Call, Email, Meeting, and LinkedIn Message as the series. Y axis: count of activities.
Good to know: the Activities source counts every activity type in the portal, so Tasks or Notes created directly in HubSpot are included in the totals too.
3Report: Calls by outcome
Shows connect rates at a glance. Outcomes come from the buttons reps tap when logging a call in OctoFlow: Connected, Left voicemail, No answer, Busy, Wrong number.
Data source: Calls. Chart type: pie. Value: count of calls. Break down by: Call outcome. Date range: last 30 days.
Calls logged without an outcome show as No value. That slice shrinks as reps use the outcome buttons.
4Report: Most touched companies
Where the team's effort is actually going.
Data sources: Activities joined with Companies. Chart type: horizontal bar. Value: count of activities per associated company. Date range: last 30 days. Sort: descending, top 10.
5Report: Neglected companies
The list a manager should read first every week: accounts nobody has touched in a month.
Data source: Companies. Chart type: table. Columns: company name and Last activity date. Filter: Last activity date is more than 30 days ago, or is unknown.
6Report: Recent activity feed
A live ticker of the latest touches across the whole team.
Data sources: Activities joined with Contacts and Companies. Chart type: table. Columns: activity date, contact, company, and the activity notes or description preview. Filter: activity type is Call, Email, Meeting, or LinkedIn Message. Sort: newest first.
7Report: Rep leaderboard
The per rep view. OctoFlow assigns every logged activity to the HubSpot user whose email matches the rep's OctoFlow login, so HubSpot's standard owner reporting just works.
Data source: Activities. Chart type: vertical bar, stacked. X axis: Activity assigned to. Break down by: Activity type. Date range: last 30 days, or weekly for a running race.
Two requirements: the Private App must include the owners read scope, and each rep's OctoFlow email must belong to a user in your HubSpot portal. Activity logged before those two things were true shows under No owner, so give the leaderboard a week of fresh logging before judging it.
8Reading it in the first weeks
A brand new dashboard looks sparse because it only counts what reps have logged since connecting. That is normal. Every call, email, meeting, and LinkedIn touch logged in OctoFlow fills it automatically from here on, with no double entry and nothing for reps to remember. If a chart stays empty, check the matching troubleshooting entry in the setup guide or write us.